Record Retention Supervisor

Record Retention Supervisor

Job Type: Full Time

General Description

The Record Retention Supervisor is responsible for the operational execution and management of the Records Management Program, including both physical and electronic records lifecycle activities. The role oversees records retention, storage, retrieval, legal hold coordination, disposition, destruction processes, and third-party records storage operations, while ensuring compliance with approved retention schedules, policies, regulatory requirements, and governance standards.

The Record Retention Supervisor serves as the primary operational lead for records management execution and acts as the central liaison between Records Management operations, Records Coordinators / Key Contacts, and governance oversight functions. The Supervisor ensures records management practices are compliant, consistent, audit-ready, and aligned with approved policies, procedures, retention schedules, and regulatory requirements.

The Record Retention Supervisor directly oversees Records Management Specialists responsible for day-to-day physical records management operations and ensures activities are executed consistently, accurately, and in accordance with established procedures.

Essential Duties and Responsibilities

- Execute and manage the Records Management Program, ensuring physical and electronic records are properly retained, preserved, placed on Legal Hold, stored, retrieved, and disposed of in accordance with approved retention schedules, policies, and governance standards.

- Coordinate the implementation of records retention requirements across systems, applications, repositories, storage facilities, and business units in partnership with Technology, Legal, Compliance, and Operations.

- Manage the operational execution of Legal Hold requirements, ensuring records subject to hold orders are properly identified, preserved, and managed in accordance with Legal and Compliance directives.

- Monitor records lifecycle controls for physical and electronic records, identify execution gaps, and drive remediation actions.

- Supervise and oversee Records Management Specialists responsible for day-to-day physical records management activities, ensuring work is performed accurately, timely, and in accordance with established procedures.

- Review and approve physical and electronic records destruction eligibility, supporting documentation, and certifications, ensuring records are not subject to Legal Hold or other retention restrictions.

- Maintain operational documentation, evidence, inventories, logs, certifications, and reports supporting physical and electronic records retention activities.

- Serve as the primary operational point of contact for records management activities requiring coordination with Legal, Compliance, Technology, Operations, and other key stakeholders.

- Provide subject matter expertise, guidance, and support to Records Coordinators / Key Contacts and business units, ensuring compliance with approved records management procedures, retention requirements, and execution expectations.

- Lead and oversee operational responses to record management audits and regulatory examinations, ensuring accurate evidence management, effective issue remediation, and timely escalation of control gaps and compliance issues.

- Escalate material risks, systemic control issues, or non compliance matters to the Governance Senior Manager.

- Support governance activities by participating in control testing, self assessments, procedure reviews, and continuous improvement initiatives.

- Provide execution level input to governance decisions related to records management.\

- Chair and facilitate the Records Management Working Group, promoting cross-functional coordination, tracking action items, resolving operational issues, and supporting continuous improvement of records management practices across the Corporation.

Education

- Bachelor’s degree in Business Administration, Compliance, Information Systems, Information Management, or a related field.

- Relevant professional certifications (e.g., CPA, CISA, CRISC, CISM, CISSP) are a plus but not required.

Experience

- 5–7 years of experience in records management, compliance operations, governance support, or regulated operational environments.

- Demonstrated experience managing physical and electronic records management processes throughout the records lifecycle, including retention, legal hold, storage, retrieval, and disposition activities.

- Experience supervising operational activities, reviewing work products, and ensuring compliance with established procedures and controls.

- Experience coordinating cross-functional initiatives involving business units, Technology, Legal, Compliance, Operations, or other support functions.

- Experience supporting internal audits, regulatory examinations, and issue remediation activities.

- Experience operating in a highly regulated environment, preferably within the financial services or banking industry.

- Strong experience interacting with business stakeholders and providing guidance on operational processes, regulatory requirements, and records management practices.

Knowledge, Skills, and Abilities (KSA's)

- Strong business acumen: ability to understand the needs and concerns of business stakeholders and colleagues and respond promptly and effectively to stakeholder requests. Ability to conduct analysis on work procedures and business results and recommend changes to improve the effectiveness of the business's management.

- Strong technical acumen: knowledge of banking products, services, policies, procedures, and regulations. Knowledgeable of applicable laws and regulations like Fair Credit Reporting Act, and/or demonstrated capacity to gain an understanding of all relevant details in regulatory framework that impacts the operation. Robust knowledge of applicable local and federal laws, regulations, and guidelines.

- Communication skills: effectively interact with internal and external stakeholders. Ability to foster trusting relationships with colleagues and clients. Highly developed written and verbal communications skills, strong ability to communicate ideas (storytelling). Presents numerical data effectively. Superior communication and interpersonal skills. Excellent report-writing and presentation skills. Polished in preparing presentations, summaries, and reports for all audiences. Bilingual (Spanish/English).

Important: The candidate must provide evidence of academic preparation or courses related to the job posting, if necessary.

Our hybrid work model benefit applies to certain positions and is subject to changes based on the organizational needs.

Applicants must be authorized to work for any employer in the United States. This position is not open to applicants who need visa sponsorship or transfer of visa sponsorship at this time.

ABOUT US

Popular is Puerto Rico’s leading financial institution and have been evolving since it was founded over a century ago. From a small bank it has developed into a large corporation that offer a wide variety of services and financial solutions to our customers, with presence in the United States, the Caribbean and Latin America.

As employees, we are dedicated to making our customers dreams come true by offering financial solutions in each stage of their life. Our extensive trajectory demonstrates the resiliency and determination of our employees to innovate, reach for the right solutions and strongly support the communities we serve; therefore, we value their diverse skills, experiences and backgrounds.

We reaffirm our commitment to always offer essential financial services and solutions for our customers and communities, including during emergency situations and/or natural disasters. Popular’s employees are considered essential workers, whose role is critical in the continuity of these important services even under such circumstances. By applying to this position, you acknowledge that Popular may require your services during and immediately after any such events.

If you have a disability or need more information about requesting an accommodation, please contact us at [email protected] . This email inbox is monitored for such types of requests only . All information you provide will be kept confidential and will be used only to the extent required to provide needed exemptions or reasonable accommodations. Any other correspondence will not receive a response.

Are you ready for a rewarding career?

Popular is an Equal Opportunity Employer, including Disability/Vets
Learn more about us at www.popular.com and keep updated with our latest job postings at www.jobs.popular.com .
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